Internship report amisu services supplying co , ltd

TABLES OF CONTENTS INTRODUCTION In the context of global economy, our country stepped into the innovation period, accompanied by the problem of dirty food is full in the market The issue of food safety is a great challenge that our country has been facing now and for coming years As a major player in the field of clean food imports, Amisu Services Supplying Co., Ltd has created a competitive advantage by being in contact with food suppliers from technology-based countries that has advanced production standards such as Korea, Japan,etc as well as has imported quality products and proprietary models, has given solutions to maximize the company resources in order to market the best products Being recommended and allowed by English Department – Vietnam University of Commerce, I have gratefully experienced as an intern in Import-Export Department of Amisu Services Supplying Co., Ltd After one month (from 02/01/2018 to 27/01/2018), under the valuable support and instruction of managers and colleges in the company, I was able to apply the knowledge obtaining at university into practice, meanwhile collect basic information to complete the internship report I would like to express my gratitude towards teachers at English Department – Vietnam University of Commerce as well as my managers and colleges in Amisu Services Supplying Co., Ltd I look forward to receiving comments and suggestions in order to perfect this internship report Hanoi, January 27th, 2018 Student Do Thi Thao LIST OF ABBREVIATIONS AMISU CO., LTD Amisu Services Supplying Co., Ltd LIST OF TABLES AND CHARTS Image 1.1: Logo of AMISU CO., LTD Diagram 1.1: Organizational chart of AMISU CO., LTD Image 1.2: Some typical partners of AMISU CO., LTD Image 1.3: Some key products of AMISU CO., LTD PART 1: OVERVIEW OF AMISU SERVICES SUPPLYING CO., LTD 1.1 Introduction about Amisu Services Supplying Co., Ltd 1.1.1 Introduction about Company Amisu Services Supplying Co., Ltd is a limited liability company with two or more members was registered for the first time on 09/08/2007 and registered for the second modification on 29/05/2015 by Hanoi Authority for Planning and Investment Image 1.1 Logo of AMISU CO., LTD (Source: http://amisu.com.vn) The company's head office is located at No 42, Lane 643, Pham Van Dong Street, Co Nhue Ward, North Tu Liem District, Ha Noi City, Vietnam The charter capital is VND 300,000,000 (In words: Three hundred million Vietnamese dongs) The company directly performs the duties of importing, distributing and consulting services in the fields of food supplying throughout the country in accordance with the law The company's products are mainly imported food products and food service 1.1.2 Main business lines The company operates mainly in the fields of food supply, as follows: - Wholesale of food: wholesale of meat and meat products; wholesale seafood; wholesale vegetables and fruits; wholesale coffee, tea; wholesale sugar, milk, and dairy products, confectionery and products made from cereals, flour, starch; trade in functional foods - Retailing food: retail food in specialized stores; retail food in specialized stores; retail beverages in specialized stores; retail food, foodstuffs, beverages, cigarettes, pipe tobacco or in the market; other retail stores in general merchants (supermarkets, trade centers) 1.1.3 Organizational structure Currently, the organizational structure of the company includes: - The Members' Council consists of members, not full-time members - The Board of Directors consists of person - The Controlling Department has person - The company has functional departments including: Office, Finance and Accounting Department, Import-Export Department, Sales Promotion Department Amisu Services Supplying Co., Ltd Functional departments: Office Finance and Accounting Department Import-Export Department Sales Promotion Department Members' Council Controlling Department Board of Directors Diagram 1.1: Organizational chart of AMISU CO., LTD (Source:Documents from Office) 1.1.4 Major markets and products  Operation market and typical partners The company specializes in the field of import of processed food and distribution to agents as well as wholesale-retail supermarkets throughout the country Company distributes products throughout the country from the north such as Cao Bang, Hanoi, Phu Tho, Ha Giang, Quang Ninh; central provinces like Quang Binh and Thua Thien-Hue; southern provinces such as Ho Chi Minh City, Can Tho, Kien Giang, Dong Hoi, An Giang,etc Some typical and regular customers of AMISU CO., LTD are LanChi Mart, Vinmart, FiviMart,etc Image 1.2: Some typical partners of AMISU CO., LTD (Source: Website)  Key products The main products of AMISU CO., LTD include cold cream, candy, noodle, beverage imported from Korea, Thailand, Japan In particular, the two products that AMISU CO., LTD has exclusive distribution in Vietnam are Chocolate sandwich X5 and Soy milk Macca Image 1.3: Key products of AMISU CO., LTD (Source: http://amisu.com.vn) 1.2 Information about Import-Export Department  Function: - Advising the Director on importing and exporting activities, seeking potential importers in other countries in the world to expand the importing and exporting business  Tasks: - Conducting the importing and exporting business of the company - Making annual import-export plan and submitting to the Director for review and reporting to the Director on measures and resources to implement in accordance with the plan - Building strategy on product structure, import-export market on the basis of diversification of business and import and export of goods  Relationships: - Cooperating with the administrative and organizational divisions in the storage, circulation and archival of documents related to import-export activities - Cooperating with the Accounting and Finance Department in the circulation and storage of export-import invoices, settling the import-export contracts and comparing the debt with the units inside and outside the company - Coordinating with the Sales Promotion Department in the consumption of products PART 2: INTRODUCTION ABOUT INTERNSHIP PROCESS IN AMISU SERVICES SUPPLYING CO., LTD 2.1 Tasks performed during the internship Fully implementing all processes of importing one item of goods Step Find exporters and quotes The first thing is to know the goods and understand the specific information about the export business - Regarding the goods: name of the goods, the quality of the goods (may require partners to send sample goods), the packing specifications, the prices (if buying small quantities), the use of goods, goods is imported by many companies in Vietnam or not,etc - About the export business: The size of the company? Address, phone number, email, skype, yahoo? The market of the company? Exporters will send a price list After inquiring about the company, the goods and the price, submit to the Director to ask for the order decision and plan to import Step Apply for a license of food safety With the products to be imported in the order, I have to contact for the declaration of technical regulation and registration of technical regulation announcement at the Ministry of Health (Department of Food Safety) Step Order Send the order sheet to the exporter or send an email The order sheet specifies the following: - Information of the Seller (company name, address, telephone number, email, representative) - Information of the Buyer (company name, address, telephone number, email, representative) - Commodity information (name of goods, quantity, terms of delivery, total amount) - Conditions of Payment When ordering, ask the Seller to send Profoma Invoice Step Sign up and determine the date of boarding  Sign the contract: - Name, quantity, amount: This information must match invoice, packing list, bill of lading - Origin (from any country): This information is important - Terms of Payment: Considering many aspects: time of payment, delivery time, time of shipment If using L/C, consider the shipping time  Determine the boarding date: Depending on the terms of delivery, along with the seller determine the date on board, book the ship and ship to port in Vietnam Importers or exporters can book ships directly with the shipping company, or forwarder It is important that the two sides coordinate the book process and ship the goods to the port Step Loading the goods and delivery at the port Track the process of loading and delivery at the port What is the time of loading? How long it takes from the factory to the port It is important to arrange time for the following shipments (in case of urgent need and in order to match the schedule) Step International shipping  By sea Attention Points: - Name of the Carrier - How many ships are there per week? - How long does the shipping take? - When is the latest delivery time? - Date of Departure/Arrival Direct or tranship - Port of Departure /Destination Step International settlements The payment is based on the contract between the two parties Prepare documents in accordance with what is stated in the contract In addition, information about the beneficiary, beneficiary name, address must also match in the commercial contract and commercial invoice Step Prepare documents and Customs clearance in Vietnam – Commercial Contract – Commercial Invoice – Packing list – Certificate of Origin – Certificate of Analysis – Health Certificate – Certificate of Free Sale – Certificate of Quality When having all the documents, customs declaration and clearance Step Get the item and bring the goods to the warehouse 2.2 Difficulties and experiences 2.2.1 Difficulties - Practical knowledge about import and export: I almost don’t have, the only one I have that is a bit of knowledge about import and export of books and English skills Therefore, in the first week of internship, I had difficulties with the terms, documents and work to - Skills of using Microsoft Office: The job of being an import-export staff requires a lot of using Microsoft Word and Microsoft Excel, so my computer knowledge is not enough to complete well and quickly work, it takes me quite much time to learn - Time management: Due to the high volume of work at the end of the year, I not know how to allocate and distribute time properly, the progress of work is slow - Communication with partners: Foreign partners of AMISU CO., LTD are mainly from Japan, Korea, Thailand Difficulties encountering when exchanging work on the phone with partners is their English pronunciation is very difficult to hear and it takes me several times to get accustomed to their accent and their way to speak English 2.2.2 Experiences - Import-export staff is a job that requires the employee to be quick to update information and specialized knowledge regularly I have to know and learn from experienced people, in case of difficulties or problems in work, I have not yet had the experience of solving, I must consult with experienced people to find the best solutions Hence, I gradually accumulated into lessons to handle the work later 10 - Skills of using Microsoft Office is an extremely important issue, not only in the import-export job but also in many other office tasks, each student needs to cultivate and accumulate more Microsoft Office serves a lot for work and it also demonstrates your ability and professionalism It directly affects the progress as well as the quality of work - Learn how to distribute time more appropriately: As a student, the time of a student is not scientific and rational When I go to work as an internship, I find that time management is also a skill and learning how to allocate time in a way of science and efficiency is not easy Work progress is an extremely important issue, assessing the effectiveness of my work, so I need to know how to work with short time but effective in a scientific way - Improve communication skills more: The difficulty in communicating with foreign partners is really a big issue I can not blame the hard-spoken English-speaking partner, things I must to is finding a solution to that problem I have to practice listening more, to be able to hear and communicate more fluently Confidence in communication is one way partners evaluate me and can affect to signing a contract Therefore, English needs to be improved more, learn and learn more English of the terms of specialized import-export and logistics - Be active in the work: Actively ask questions: When the boss asked, "Do you understand, have any questions, anything is not?" Then everybody are surely silent, have no comments, are tired Want to inquire questions, but we often afraid to ask again "dumb question", then we are silent That is the wild, the boss appreciates any question, I should research, read, think about it and then ask Without asking, there are two reasons: UNDERSTAND or DO NOT UNDERSTAND Do not try, know immediately, then OUT Take initiative from a series of google, forum to law library First of all, crush the brain to read before Search google will release dozens of circulars, decree or official, related decisions Through the process of self-groping, I was able to note “a basket of knowledge” It is self-indifferent, giving myself the initiative Be active every day, and note a note book Do not sit in a place, find out, go out the management units ask for procedures Take initiative to see how others are doing, 11 how to do, to know Active "inert" They will also advise, share, because I'm eager to learn! Please let go to the port, the department Take the initiative Try to take responsibility for myself, a part of the job when the boss has not distributed to anyone, or anyone wants to refuse Take the initiative, and it, because that is what gives me experience PART 3: THE USE OF ENGLISH IN AMISU SERVICES SUPPLYING CO., LTD 3.1 The use of English in Amisu Services Supplying Co., Ltd 3.1.1 In Amisu Services Supplying Co., Ltd In recent years, Vietnam's economy has been integrating deeper and broader with the global economy The demand for high quality resources is not only deepened but also proficient in foreign language and soft skills Nowadays, English has become an important part of every business It is the key to opening the door to discovering, exploiting new markets and seeking foreign investors and expanding production scale Operating mainly in the field of importing and distributing food, English is an extremely important skill for office staff in Amisu Services Supplying Co., Ltd In the coming time, AMISU CO., LTD is increasingly expanding its search and improving relationships with investors and partners throughout Europe In order to serve the above activities, the staff of the company are trained more carefully to 12 negotiate, write emails, communicate and execute contractual transactions,etc At present, more than half of employees have spoken and written English fluently, making cooperation with foreign partners is not so difficult as before The official website of the company is www.amisu.vn which is designed and displayed in both English and Vietnamese language, not only helps Vietnamese but also foreigners access and find out information about the activities of AMISU CO., LTD with ease To this, the company has a team of well-qualified English staff (Sales and Import-Export Department) specializing in writing articles and marketing,etc Articles will be moderated Many steps, and only quality articles meet the requirements posted on www.amisu.vn In addition, the website design and management software system which are also required by customers are also done entirely in English However, it should be frankly acknowledged that AMISU CO., LTD's English proficient staffs are mostly staff of the Import-Export Department These staff are due to the nature of the work, so they are rarely in the office This makes it difficult to mobilize human resources when it comes to emergency work Most of the other staff only have the ability to read and understand English, not really good in communication and writing email, transaction contracts These obstacles make the company not less than once fall into the situation that can not immediately respond to partners due to shortage of personnel having good English, reduce the image and reputation of the company in the eyes of international friends 3.1.2 In Import-Export Department Import-Export Department is the department dealing directly with foreign partners, processing and preparing documents completely in English The staff in the ImportExport Department have a good level of English, representing in the transaction process, handling import-export orders, meeting with foreign partners In addition, regular visits to foreign countries and meetings with partners are also a motivation for the development of English potential of employees Besides, the skills of some of employees are not really well, they are sometimes difficult to discuss and meet partners 3.1.3 Advantages and disadvantages of using English in the company 13  Advantages: • The staff of the company has a good level of English, especially in business and administrative office (expressed in transaction process, handling import/export orders, foreigners,etc.) In addition, regular visits to foreign countries and meeting partners are also a driving force for the development of English business potential From there, staff could learn, improve professional qualifications and contribute to improving the quality of human resources in enterprises • With experienced human resources with good English skills, the implementation of foreign projects will be easier • In addition, the manager of the company also often go abroad to work, learn the market and learn the experience of partners, so being fluent in English is an advantage  Disadvantages: • Because some departments not have access to regular English, the English level of the staff is reduced, making it difficult to acquire specialized knowledge from foreign language documents • The main clients of the business are domestic individuals and organizations so the ability to communicate in English, handling situations in transactions of other departmental staff with foreign clients is also limited 3.2 Solutions for improving the efficiency of using English in Amisu Services Supplying Co., Ltd Recognizing the negative realities existing, in order to serve future business expansion, the managers of AMISU CO., LTD should orient and make the plan of training foreign language in addition to specialized knowledge for all employees in the company Currently, the company plans to link with some English language training centers in Hanoi to design some Business English courses for staff in the company The courses will focus on teaching communication skills, negotiating, writing emails, drafting contracts, etc in English to make the language become one of the most effective tools for the business operation of the company In addition, AMISU CO., LTD should also arrange for qualified staff to attend selfstudy English learning workshops organized by local and foreign institutions At the same time, supporting in all aspects such as finance, work,etc and applying policies to encourage foreign language training such as salary increase, bonus to all 14 employees that have the conditions and interest to participate also are eficient ways Activities on encouraging all staffs to communicate to their colleagues in English at the office and prioritizing candidates who are better at English in recruitments also should be implemented more 15 PART 4: PROPOSAL TOPIC FOR MINOR THESIS Topic 1: Difficulties of learning listening comprehension faced by first-year students of English Department at University of Commerce Topic 2: A study on common pronunciation mistakes faced by first-year students of English Department at University of Commerce Topic 3: Solutions of improving skill of business correspondence of import-export staff in Amisu Services Supplying Co., LTD CONCLUSION The core of Amisu Services Supplying Co., Ltd is the private sector which has been in the process of establishing and developing more than 10 years, leading in the field of import and distribution of food Focusing on building a contingent of managers and technicians who are highly qualified, dynamic, creative and quick to adapt to innovation is the way of foundation for the company to accomplish its goals of becoming a big company with being capable of capital and labor for multibusiness activities 16 During the one-month internship with the position of an import-export office staff in the company, I have the opportunity to apply the knowledge that I have learned in school to the field and learn more about behavior, spirit, working methods, behavior, communication in the business environment That valuable and valuable experience has helped me to be better to shape my future career With the practical experience of one-month internship with a knowledgeable company, I write this report outlining a number of ways to overcome the shortcomings that exist in the company I hope that these comments will contribute to the development of the company growing in the coming time Once again, I would like to send my sincere thanks to the instructors and staff of Amisu Services Supplying Co., Ltd Ha Noi, January 27th, 2018 Student Do Thi Thao 17 REFERENCES I would like to express my gratitude to the following researches for providing the very useful information sources so that I could complete this study: http://amisu.com.vn http://ketoanquocgia.net/new-detail/giao-trinh-nghiep-vu-kinh-doanh-xuat-nhap- khau/ Assoc Prof Marion Grussendorf, Oxford 2016, Oxford English for logistics Richards, Jack C Developing classroom speaking Activities, from Theory to Practice 18 ... partners of AMISU CO. , LTD Image 1.3: Some key products of AMISU CO. , LTD PART 1: OVERVIEW OF AMISU SERVICES SUPPLYING CO. , LTD 1.1 Introduction about Amisu Services Supplying Co. , Ltd 1.1.1 Introduction... CO. , LTD Amisu Services Supplying Co. , Ltd LIST OF TABLES AND CHARTS Image 1.1: Logo of AMISU CO. , LTD Diagram 1.1: Organizational chart of AMISU CO. , LTD Image 1.2: Some typical partners of AMISU. .. of Commerce Topic 3: Solutions of improving skill of business correspondence of import-export staff in Amisu Services Supplying Co. , LTD CONCLUSION The core of Amisu Services Supplying Co. , Ltd